MATERIAL Y MÉTODOS

Now that you have created the necessary retention tags to help managers impose order on their mailboxes, you can create a new retention policy. Under the Compliance Management section of EAC, choose Retention Policies and click New (+). You have to name the reten- tion policy and add the set of retention tags that enable the new policy to impose some level of retention compliance on the users to whom you assign the policy.

Retention policy names are entirely internal and are never revealed to users. The major step in building the policy is to scan the set of available tags and select the necessary ones (Figure 11-10). When the required tags are selected, click OK to return to the initial screen and then Save to create the new policy. EAC then checks to ensure that the set of tags is valid and that you haven’t done something such as specifying two default retention tags or two folder tags for the same folder.

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Figure 11-10 Adding retention tags to a retention policy

When EAC returns to Compliance Management, you should then see something like Figure 11-11 with the new policy listed in the set of retention policies defined for the orga- nization and the set of retention tags used by the policy shown in the action pane.

You can also create retention policies through EMS by using the New-RetentionPolicy cmd- let. In this command, you create the policy and associate the 11 tags you want to use with the new policy. Don’t worry about uppercasing the tag names as defined. EMS can locate tags as long as you spell their names correctly.

New-RetentionPolicy –Name ‘Management Retention Policy’ –RetentionPolicyTagLinks ‘Archive after 2 years’, ‘Calendar 5 years’, ‘Delete after 5 years’, ‘Deleted Items 7’, ‘Inbox 30’, ‘Junk Mail 3’, ‘Keep for Audit’, ‘Retain for 10 years’, ‘RSS Feeds 3’, ‘Sent Items 30’, ‘Sync Issues 1’

You can examine details of the new retention policy with the Get-RetentionPolicy cmdlet:

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Figure 11-11 Reviewing the tags in a new retention policy

Some of the properties Get-RetentionPolicy reveals apply to Exchange Online only. For example, Exchange Online enables administrators to mark a retention policy as default (IsDefault = $True), meaning that Exchange applies this policy to users’ mailboxes if another retention policy isn’t assigned.

Provided there is good reason for each tag to exist in the policy, a 10-tag policy composed of some folder tags, a default tag, and some personal tags is a reasonably simple retention policy because other policies can incorporate a lot more tags to create a very exact reten- tion environment for a user to operate within. You might have more tags than this if you decide to include a retention policy tag for every default folder. Using retention policy tags to clean out items that otherwise accumulate and are never cleared out in default folders such as Sync Issues, Junk E-Mail, and RSS Feeds is a good example of where you can gain real value from a well-designed retention policy.

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INSIDE OUT

Microsoft recommends that you have no more than 10 personal tags in a policy; other- wise, you might confuse users with too much choice. (Only personal tags usually show up in client user interfaces, hence the focus on these tags.) This is reasonable advice, but as with most advice, there will be times when you need to incorporate more tags in a policy to meet specialized business needs . A more sophisticated policy for a depart- ment might have separate retention tags for many of the default folders, a set of per- sonal tags developed specifically to suit the retention needs of the department, and a default retention tag for everything else . User interface constraints are another good reason for limiting the number of tags in a policy. If you have five personal tags or fewer in a policy, there’s a reasonable guarantee that Outlook Web App can display all the tags in its user interface . However, if you include 20 personal tags in a policy, you’ll find that Outlook Web App cannot list all the tags, and some will simply drop off the end of the available list . This is especially true when you consider the relatively small display screen of some of the devices that Outlook Web App now supports .

Outlook 2013 takes a different approach from Outlook Web App by displaying up to 10 personal tags when a user selects an item, right-clicks, and selects Assign Policy from the shortcut menu . This list includes an entry for More Retention Policies that reveals the full set of personal tags defined in the policy. As you can see from the rightmost screen in Figure 11-12, the full set of retention tags for the policy assigned to a mail- box contains 14 tags, many of which are of dubious value . Using a separate dialog box keeps the Outlook user interface under control while still permitting users to discover all the tags available in a policy at the expense of requiring separate clicks and addi- tional knowledge of where to find the tags. For all these reasons, it’s just a bad idea to create a tag-filled policy.

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Figure 11-12 How Outlook 2013 displays the full set of personal tags to users

INSIDE OUT

Although retention policies support tags for calendar and task items, no client cur- rently exposes the necessary user interface to enable users to apply policies to these folders . In some respects, this is a good thing because it means that administrators are the only people who can set a retention policy for these important folders . Some might disagree because they want to apply a different retention policy, but that’s the current situation .